Ready Reference 042913
Managing Department and Organization Mailboxes
Introduction
This document contains instructions on how to manage department and organization mailboxes.
Please note, if you are authorized in Exchange as the person managing the mailbox, you will be
able to open the mailbox for that account as an additional mailbox in Outlook or Outlook Web
Access.
 open Microsoft Outlook 2010
 click File tab and select Account Setting
 click Account Setting
The Account Settings dialog box displays with your current e-mail account.
 select your exchange account under the E-mail tab
 click Change
The Change Account dialog box displays.
 click More Settings
 click the Advance tab
The Microsoft Exchange dialog box displays.
 click Add
 type mailboxname in the Add mailbox field
 click OK
 click OK
 click Next
 click Finish
 click Close
Granting others permission to a folder:
You must first grant permission to the mailbox.
 right-click on the desired mailbox and click Data File Properties
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Note: The permissions are not inherited. If you wish to give access to every folder in the mailbox, you
must perform the following steps for the mailbox, and then repeat the steps for every folder inside
the mailbox that you want them to have access to.
The Mailbox - MailboxName Properties dialog box displays.
 click Permissions tab
 click Add
 find the name in the Global Address Book and click Add
 click OK
 choose the level of permission using the down arrow next to Permission Level
 click OK
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 repeat the above steps for each folder you want to grant access on
To send mail from departmental mailbox in Outlook 2010:
 click New E-mail under Home tab
The Untitled Message window displays.
 click the Options tab
 click From in the Show Fields group
Note: The ‘From’ line will appear on your new message screen (These steps only have to be done once.
The next time you want to send a message, the ‘From’ line will appear automatically.)
 click From
 select the account through the Global Address Book
Note: The account must be selected from the global address book. If the account is typed in the “From”
field, you will be unable to send mail from account. You can only send e-mail from accounts that
you have been granted access to by Exchange administrators. You cannot send mail from an email account that you have been given access to by other users.
 compose the e-mail as normal and click Send
To open an additional mailbox in Outlook Web Access:
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 open Outlook Web Access (https://email.pace.edu)
The Outlook Web App screen displays.
Note: In Outlook Web App, only accounts that you have been granted full access to by Exchange
administrators (i.e., ITS) can be opened. This method cannot be used to open mailboxes that you
have been given access to by other users.
 click on the arrow next to your name located next to sign out
 select Open Other Mailbox
 type the mailboxname in the Select mailbox box
 click Open
The mailbox will open as a new folder on your left-hand sidebar.
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